What’s happened to my archiving jobs? MailStore Server v9.0

If you’ve recently made the move to MailStore version 9, it’s entirely possible you’ll be sat there wondering why on earth all of those archiving jobs you had set up can’t be modified any more.

You’ll hopefully be pleased when I tell you it’s not a mistake and nothing’s gone dramatically wrong, it’s just that MailStore are now adopting a new and far more efficient way of automating jobs that no longer needs the old Windows task scheduler method.

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How to reallocate ‘unknown’ archived email in MailStore Server

In most deployments of MailStore we recommend your journalling job is configured to archive a selection of journalled or ‘copied’ emails for all your users.

This type of job is designed to interrogate each message that it archives and look for headers that it can match to decide which user’s archive it should store the message under.

In a perfect installation where all of your MailStore users have been setup correctly, every journalled message should find the correct corresponding users archive. But it is common to overlook some addresses and you may find email appearing in the general ‘Unknown e-mail archive’ instead.

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How to share mailbox access across users with MailStore

Something I get asked for by MailStore customers on a regular basis is an easy way for one user to search for messages within another’s archive.

One approach to this would simply be to log into the MailStore client as an Administrator, which would give you full rights over all the user archives but this is only really useful for one-off access – there is a much more elegant way to tackle this…

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Using MailStore to archive selected MDaemon users only

Our installation guide for MDaemon users details how to get MailStore up and running using a combination of two archiving jobs (journalling and mailbox).

That works really well if you want to archive everyone’s mail, but sometimes I’m asked about archiving for a handful of users only.

Fortunately MDaemon uses a highly customisable content filter to journal mail which means it’s flexible enough to make this possible…here’s how I suggest you go about it…

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New video: MailStore webinar recording

Interested in MailStore but too busy to install the trial? Struggling to fit in a live webinar?

A close second are the recorded versions I post from time to time on the Zen Software Youtube Channel like this one, entitled an Introduction to MailStore.

No, you won’t get to ask me lots of awkward questions via the live chat which is obviously a shame (!), but it is better suited to skimming through over a coffee if you’re flat-out taking care of the day job. 

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Migrating old archives into MailStore just got easier

Integrating previously archived emails from other third-party archiving solutions is not a new feature in MailStore but from version 8.1 it has been made much easier thanks to a new archiving profile job.

This new profile can archive and sort emails collected from file sources and so it opens up a realm of possibilities and very much simplifies the process.

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Employee left the company? What should you do with their MailStore email archive?

A question I’m frequently asked by users is “What happens to a user’s mailbox in the event they leave the company?”.

My first response is usually to qualify what’s going to happen with their email address once they’ve left. Will the address leave with them and will all further messages sent to that address will be bounced? Or will there be another member of staff taking over their role who’ll need visibility of those existing messages?

This is a decision for the business and companies will differ from each other in how they’ll want to approach the managing of mailboxes and of staff turnover.

Typically I find that companies will remove the Active Directory account as soon as the person has left, and they’ll probably also choose to remove the email account from the mail server. Most organisations will tend to keep the email archive for this user intact for some time.

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